The Employee Onboarding Guide serves as a reference guide for new employees at the University and a member of the Executive Office organization.
An EOHR Team member will meet with new employees to go over all necessary personnel information and items referenced in this onboarding guide. Any questions about anything on this guide can be directed to that team member.
This guide is for HR/Payroll onboarding for all Executive Office employees. Unit specific guidance, training, and onboarding (equipment issuance, key/building access, etc.) will come from your direct supervisor or designee.
New Employee To Do’s – Within 3 Days of Hire
New Employee To Do's - Within 3 Days of Hire
2-Factor Authentication – The University requires 2-Factor Authentication (2FA) security when logging into UW systems and online tools with UWNetID. The Duo Mobile app for cellphones is recommended. Opting in to 2FA and setting up an authentication device is required.
Employee Workday Help – Provides Workday training, user guides, contact form, and live chat support.
Use Workday to view your job profile, review your benefits, request absence/leave, update your address and tax information, set up direct deposit, complete timesheets (if you are non-exempt or hourly), and approve timesheets (if you supervise other staff).
Please verify with your unit supervisor whether Office365 or Google is the preferred platform for their business operations. Also, check with your department to see if they recommend a specific email signature.
UWNetID + 2FA required
UW HR: Telework Policy & Agreement for remote and hybrid employees. – Review the UW Telework Policies and complete the Telework Agreement form with your supervisor. The Telework Agreement must be renewed, at a minimum, every 12 months.
Benefits eligible new employees must register for the orientation within the first three (3) days and attend the orientation on the corresponding date.
Salaried employees must record paid holidays as “Holiday Taken Time Off” in Workday. The EOHR Team recommends all full-time employees submit all holidays at the start of each calendar year. This will ensure proper time and holiday credit are reported.
I-9 Acceptable Documents – An EOHR Team member will assist new employees in completing the I-9 requirement. Employees are responsible for providing the appropriate documents as established by U.S. Citizen and Immigration Services.
Credit for prior Washington state service – Employees with previous UW or other Washington state agency service should initiate a reinstatement, or transfer, of their service credit and leave balances.
UW Alert is a notification system that quickly informs the UW community about an emergency situation that poses an immediate potential threat to health and safety on or near campus.
Safe Campus promotes safety and well-being on campus by providing resources for violence prevention, crisis intervention, and support services for students and staff. Their offerings include confidential consultations, safety planning, and educational programs aimed at fostering a secure community.
UW HR Workplace Policies outline guidelines and standards aimed at fostering a fair, respectful, and inclusive work environment for all employees. These policies provide resources on topics such as harassment prevention, disability accommodations, conflict resolution, and employee rights, ensuring a supportive and equitable workplace culture.
UW HR: WorkLife – WorkLife aims to support the overall wellbeing of UW employees for both professional and personal challenges.
Several benefits and resources are provided such as Washington State Employee Assistance Program to housing benefits, discounts & perks, lactation stations, resources for parents and caregivers – including pet parents. You can meet the WorkLife Team and access WorkLife webinar recordings and articles, and if you’re a caregiver, sign up for the parenting listserv, and much more.
WholeU – Focused on fostering connection, holistic wellness, and engaging your interests. The Whole U is for UW, by UW. It includes everything from University employee discounts, financial planning, to virtual movement classes.
Vacation, and other time off, is requested and processed in Workday. EOHR recommends requests provide at least 10-days notice. Ultimately, the time-off approval is up to the manager’s discretion. It is the employee’s responsibility to discuss time-off requests with their supervisor or manager.
Please review the Federal Withholding Elections user guide on the Employee Workday Help website for assistance with elections options on the W-4 IRS Form.
Feel free to email the EOHR Team at eohr@uw.edu for issues that would not be considered confidential or protected.
For an employee relations issue, please email EOHR’s Associate Director of Employee Relations, Terry Wilson at tnwilson@uw.edu.
Winter Quarter: New Year’s Day, Martin Luther King Jr. Day, Presidents Day Spring Quarter: Memorial Day Summer Quarter: Juneteenth, Independence Day, Labor Day Autumn Quarter: Veterans Day, Thanksgiving Day, Native American Heritage Day, Christmas Day
Salaried employees, unless required or approved to work on a paid holiday, must enter each holiday on Workday as Holiday Taken Time Off. Instructions on how to submit Holiday Taken Time Off can be reviewed in the Enter Absence (Time Off).
HR Approval Flow
Notice: Effective March 7, 2025, all hiring requests will follow the following Executive Office Human Resources Approval Flow. Final approval must be granted by a Dean, Chancellor (or designee), or Cabinet-level official to be deemed essential.
This information applies to Professional, Classified, and Student employee hiring.
Authorized Requestors
The following units and designated representatives are authorized to submit the following forms: New Staff Hire, Initiate Pay Adjustment, Temporary Appointment Adjustment, New Student Hire, Discretionary Leave. Please contact the corresponding authorized requestor for your unit for assistance in submitting a request.
Unit: Sub-unit
Authorized Requestor
Academic Personnel & Faculty (APF)
Kara Garcia, Ursula Owen, Marjorie Olmstead, Deepa Rao, Fred Nafukho
ASA: Academic Technologies (AT)
Laura Andre, David Aldrich, David Nutting, Jake Kulstad
ASA: Center for Teaching & Learning (CTL)
Penelope Moon
ASA: Information Services (ASA-IS)
Marcus Hirsch
ASA: Vice Provost Leadership & Management
Marisa Nickle, Fernanda Spratt (UAHR delegate for Tomitha Blake)
Attorney General Office (AGO)
Javier Trasvina, Ali Maki
Division Campus Community Safety (DCCS)
Craig Wilson, Kevin Grossman, Gillian Wickwire, Kelley Biastock, Jennifer Magnan
EM: Admissions
Paul Seegert, Jaime Soto, David Sundine, Raquel Odom, Neal McCannell
EM: International Student Services (ISS)
Kim Lovaas
EM: Student Financial Aid (OSFA)
Tim Wold
EM: University Registrar (OUR)
Helen Garrett, Tina Miller, Leigh Miller
EO: Environmental Health & Safety (EH&S)
Eleanor Wade, Katia Harb, Jenna Gravley, Douglas Gallucci, Zara Llewellyn, Phil Campbell
EO: Executive Office of the President & Provost
Kim Dinh
EO: Health Sciences Services (HSS)
Jason Lindahl, Matthew Kenall
EO: Internal Audit (IA)
Richard Cordova, Tiffany Day, Anne Way
EO: Ombud
Chuck Sloane
EO: Strategic Initiative
Derek Fulwiler
EO: UWINCO
Keith Ferguson, Cathy Pasquan
Shared Governance (SG)
Jordan Smith, Gautham Reddy
Approval Workflow Steps
HR Approval Workflow
Review EOSE website, consult Executive Office HR (EOHR), and initiate action by submitting an EOHR form.
The submitted form will route to the Senior Director of the Executive Office for their approval.
Once the Senior Director of the Executive Office has approved the form, it will route to the Unit Approver for final approval prior to routing to EOHR.
The submitter will be notified if the request is not approved.
Unit Approvers
Unit
Executive Office Resource Approval
Unit Approver
Academic Personnel & Faculty (APF)
Kim Dinh
Fred Nafukho
Academic Strategy & Affairs (ASA)
Kim Dinh
Phil Reid
Attorney General Office (AGO)
Kim Dinh
Kim Dinh (Provost Designee)
Division Campus Community Safety (DCCS)
Kim Dinh
Sally Clark
Enrollment Management (EM)
Kim Dinh
Danny Barrow
Executive Office (EO)
Kim Dinh
Margaret Shepherd
Shared Governance (SG)
Kim Dinh
Gautham Reddy
HR Hiring Timelines
Notice: Effective March 7, 2025, all hiring requests will follow the Executive Office Human Resources Approval Flow. Final approval must be granted by a Dean, Chancellor (or designee), or Cabinet-level official to be deemed essential.
EOHR Permanent Staff Hire Timeline
The timing of your form approval should align with the Executive Office HR Hiring Timeline:
Position Type
Timeline
New position or replacement with changes to position data or duties
6-week lead time to Date of POSTING on UW Hires
Replacement with no changes to position data or duties/responsibilities
4-week lead time to Date of POSTING on UW Hires
EOHR Non-Permanent Staff Hire Timeline
For Fixed Term (Professional) or Limited Appointment (Classified) positions only, there is an option to post the position as a closed recruitment (direct hire) of a qualified candidate. If you have a direct hire identified, include the candidate’s name in the comments section of the form along with a confirmation that the candidate meets all qualifications and requirements of the position.
Direct Hire Timeline
Open Recruitment Timeline
Temporary Staff Classified or Professional
6-week lead time to Date of HIRE
4-week lead time to Date of POSTING on UW Hires
ASE Hires
2-week lead time to date of HIRE**
2-week lead time to Date of POSTING on UW Hires
Student Hires
2-week lead time to date of HIRE**
2-week lead time to Date of POSTING on UW Hires
**Student Hires: ASE and other student hire timelines are dependent on background check processing time. Two weeks is the standard timeframe but this can vary widely based on the individual and scope of the background check.
EOHR Processing
The Executive Office HR team strives to meet all hiring and posting dates requested in alignment with this timeline; however, as final posting may be dependent on approvals from Total Talent Management, HR Compensation, and the ISC, the timeline may be extended depending on the current volume for those offices. Executive Office HR will work closely with you and our partners in HR and the ISC to mitigate these delays to the best of our team’s ability.
Once your form is approved locally, your Executive Office HR contact will submit the position creation and requisition creation in Workday which will route to the appropriate HR/ISC contacts for approval.
Once the position and requisition are fully approved, Executive Office HR will advise you when the requisition is posted in UWHIRES.
Contingent Worker Extension – Request Form
Contingent Worker Extension
Contingent Worker Extension
The purpose of the Contingent Worker Extension form is to submit an extension request for a current contingent worker. Submission of the request will create an RT ticket sent to the EOHR team for review and processing. Please include all documents related to the request. Additional information or approval may be requested or required based on the request. Please fill out the form to the best of your knowledge.
Documentation
Prior to submitting an extension request, please have a completed New Contract File (PDF) ready to upload. The form cannot be submitted without the contract.
*A contingent worker is a consultant, contractor, vendor, or other non-academic affiliate that will fulfill or is fulfilling a contract at the University.
One Time Payment – Request Form
One-Time Payment
One Time Payment
Please be sure you have consulted with an EOHR team member before submitting this form request.
The purpose of the One Time Payment form is to submit a one-time payment request for a current UW employee. Submission of the request will create an RT ticket sent to the EOHR team for review and processing. Please include any documents you may have related to the request. Additional information or approval may be requested/required based on the request. Please fill out the form to the best of your knowledge.
The purpose of the Initiate Pay Adjustment form is to submit a pay adjustment request for a current employee. Submission of the request will create an RT ticket sent to the EOHR team for review and processing. Please include any documents you may have related to the request. Additional information or approval may be requested/required based on the request. Please fill out the form to the best of your knowledge.
Pay adjustment requests are subject to both EO and Unit approval in the approval workflow.
Best Practices and Instructions
Before You Fill Out the Form
Ensure you have already discussed the details and purpose of the position with your Unit Approver.
For brand new positions, confirm the appropriate funding has been secured for the pay adjustment.
Only Authorized Requestors may submit this form on behalf of their respective unit. For urgent requests when the Authorized Requestor is unavailable to submit, email eohr@uw.edu for guidance and support.
Ensure you have or have completed the following:
Purpose/reason for the pay adjustment: Full background and details can be provided as a document and uploaded in the form, or the text copied and pasted in the Additional Information field.
Director Review: Documentation that this action has been discussed and approved by the unit Director. (When submitted by someone other than the director.)
Career Enhancement/Growth Program (CEGP): These increase requests must first be discussed with Maria MacGregor, Associate Director for HR Operations. Request a consultation with Maria.
While You Fill Out the Form
Complete and detailed information will ensure a more efficient review/approval process by the EOHR Team. Incomplete forms cannot be saved in order to return to it.
Required Fields: Fields are denoted and must be completed.
Rates Section: All amounts in the form are based on monthly rates. (Use the One-Time Payment Request form to request a one-time (lump sum) payment.)
Justification Section: Provide all background and details on the purpose/reason for the pay increase.
Documentation Upload: Upload the position description, correspondence, and any associated forms or documents.
Additional Information: Provide any information that provides additional context not captured in other fields on the form.